Put closed correspondence folders in the bin in the control area designated for these folders.

2

File SSN and EIN folders in numerical sequence. Check each folder for proper close-out date and retention date before filing.

NOTE: The retention date will be shown on the Form SSA-7035, Earnings Discrepancy Material, or the top piece of material in the folder and on the end flap of the folder. Return the folder to the Claims Technician (ECT) for correction if a retention date is not shown.

3

File alphabetical folders in alphabetical sequence.

NOTE: Alphabetical and EIN folders are located in file after the last SSN folder(s).

4

If you find a duplicate folder while refiling: • place all of the material into the folder with the earliest retention date • destroy the empty folder or save for reuse depending on its condition.

If you receive folders with an OF-41 stating “change-in-file location”, remove the charge card from file that represented the old filing location and follow the chart below.

If the change is from......

Then...

an alphabetical or EIN folder to an SSN folder

refer the case material to the ECT for the preparation of a folder label

after receipt of the new label place it over the old one and file the folder as in D. above.

an SSN to an alphabetical or EIN folder

refer to the instructions in the two paragraphs above

prepare a list of the folders by SSN and retention periods. Once each week or more if volume dictates, have the ECT prepare a Correspondence Update sheet to remove the correspondence indicator from the Numident Record. See RM 05016.001A.

an alphabetical to an EIN or vice versa

hand prepare or type a correct label and file the folder in its new location.